Posted: June 19, 2024
Closing Date: OPEN

Executive Assistant, VP of Student Services Student ServicesProfessional Staff
Regular Full-Time
Classification: Band C
Salary Rate: $48, 048 - $58, 675 (based on 37.5 hours/week) (based on salary rates as of July 1, 2024)

Overview

StFX is seeking an Executive Assistant to support the Vice-President, Student Services. This role will also support the offices of Student Life, Residence Life and Student Conduct. As a top-ranking Canadian university with over 1800 undergraduate students living on campus, the Student Services Department believes that learning opportunities take place both inside and outside the classroom. We know our impact shapes the campus culture, encourages self- leadership, fosters student well-being, and prepares students for their next steps in life. Student Services promises to be partners in the student experience, as educators to students and a resource to faculty and staff. With a demonstrated commitment to student development, you will have the opportunity to use your energy and enthusiasm to build a cohesive residential community and outstanding student experience.

Responsibilities:

Executive Assistant:

• Provide the VP of Student Services with administration and operations support, including assisting with the VP's calendar, meeting schedules, budget and HR administration for the Student's Division, by phone, mail, email and in-person inquiries to the VP's office.
• Liaise with the administrative supports, academic departments, People and Culture, "Students" departments, faculty, participants, staff, and administrative departments on campus and external agencies to support Divisional projects, administration, communications, and reports.
• Supports projects across the VP Students portfolio including monitoring project progress and following up with team members to ensure work is being completed on schedule.
• Produces, maintains and is responsible for documents of a highly confidential and sensitive nature.

Student Conduct and Case Management:

• Schedule meetings for students with Manager, Restorative Practice and/or Residence Life Coordinators
• Assist with Sexual Violence, Harassment and Discrimination as well as the Community Code Investigations that are handled by the Responsible Authority
• Assist with the Appeal process involving student conduct.

ERez Management

• ERez administration (staff and role permissions, forms management, workflow management, outcome templates, training/resources, reports, troubleshooting with developer/ITS)

Student Life Admin Support

• Payroll set up for new, sessional, and casual staff. Prepare schedule and payroll submissions for the Community Life Coordinators.

Required Qualifications:

• A degree or diploma in a relevant area from a recognized university or college and/or equivalent experience.
• Minimum of 7 years' experience working with senior-level administrators.
• Energetic individual with superior interpersonal and communication skills both written and verbal.
• Excellent time management and organizational skills.
• Ability to work effectively and efficiently in a high-pressure, fast-paced environment.
• Advanced computer skills particularly in Microsoft Office (including Word, Excel, Access, Outlook, PowerPoint) and internet search functions are essential.
• Strong ability to work independently and able to address issues proficiently and professionally when guidance is not available.
• This position requires a flexible work week during peak periods.

Application Instructions

The review of applications will begin immediately and will continue until the position is filled. To apply please submit a letter of application and a resume in confidence to People and Culture, StFX University at [email protected]. Only those selected for an interview will be contacted.

St. Francis Xavier University is located in Mi'kma'ki, the ancestral and unceded territory of the Mi'kmaq People.

Our institution is committed to upholding the values of equity, diversity, inclusion and accessibility. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including Indigenous persons (especially Mi'kmaq), racialized persons (especially African Nova Scotians), persons with disabilities, those who identify as women and/or 2SLGBTQIA+ and any others who would contribute to the diversity of our community. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.

We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process, please contact Human Resources at [email protected] or 902-867-5038.

About the Office of the VP, Students

The office of the Vice-President, Students fosters an exceptional student experience for over 5,000 undergraduate and graduate students at StFX. The office supports the areas of residence life, student health and wellness, diversity engagement, chaplaincy, career and employment services, student conduct and community restorative practices. The department strives to engage students every day where they study, live, eat, play, and grow, while continuously working to improve the critical support services that seek to ensure that every student at StFX can succeed in all aspects of their university life.

About St. Francis Xavier University

Established in 1853, St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of today's undergraduates by providing the very best academic experience -- outstanding teaching, exceptional hands-on research opportunities, and global exchanges -- all within Canada's most vibrant and inspiring residential campus. Here, the focus is on the academic and personal development of every student, making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life, determined to make a positive impact on the world.

In 2022, Maclean's annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate category. For more, visit www.stfx.ca

About Antigonish, Nova Scotia

The beautiful and historic town of Antigonish is located within the northeastern corner of Nova Scotia. Only a 15-minute drive from the ocean and a two-hour drive to major urban centres, Antigonish is a family-friendly community with a diverse and growing population and provides access to excellent education at all levels. The town is surrounded by rolling countryside and beautiful beaches and is a hotspot for outdoor recreation, sports and other active lifestyle activities. Antigonish supports a vibrant culture in the arts with music, performing arts, visual arts and crafts, and fabulous festivals happening throughout the year.

For more information visit www.townofantigonish.ca or www.visitantigonish.ca.